MICROSOFT EXCEL 2010

Microsoft Excel is one of the components of Microsoft Office. It is referred to as one of the most popular
spreadsheet program. It is used to perform Mathematical Calculations, Statistical Modeling, and Financial
Analysis.

Mathematical Calculations
This deals with simple arithmetic operations such as; addition, subtraction, multiplication, division, etc. It also
deals with comparison and logical operations.
Examples of comparison are as follows:

˂ > ≤ ZA
AZ
≥
Less than Greater than Less than or Greater than or
Equal to Equal to Ascending Descending
Examples of Logical Operations are as follows: OR, AND, NOT, BETWEEN, AMOUNG, etc.

Statistical Modeling
Microsoft Excel has got built-in-functions that can be used to calculate statistical variables such as; mode,
means, median, correlation, variances, etc.

Financial Analysis
With Microsoft Excel users are able to produced financial statements such as; trial balance, balance sheet,
trading account, trading & profit and loss account etc.

To Load Microsoft Office Excel 2010

 Click Start
 Point on All Programs and follow the arrow
 Point on Microsoft Office and follow the arrow
 Click Microsoft Office Excel 2007

OR

 Click Start
 Click Run
 Type Excel
 Click Ok

A typical Microsoft Office Excel window would look like this on below
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 Menu Bars Customizing Buttons
Title Bar

File Tab
Column

Row

Cell

Features of MicrosoftSheet
ExcelTab2010 Vertical School
Horizontal Scroll
1. CELL: A Cell is the build-in-block of a spreadsheet program it is the inter-section between a columnBar
and a
bar
row. All cells must have a cell name for instance; A1 is called Column A Row 1.

2. Workbook: A workbook is a file in Microsoft Excel that is made up of several worksheets.

Task Bar
3. Worksheets: A worksheet is an electronic page in a workbook that is made up of several columns and rows.

4. Columns: Are the lines that stand vertically and they are represented by letters.

5. Rows: Are the lines that lie down horizontally and they are represented by numbers.

6. Formula Bar & Name Box: The formula bar shows what is being type into the worksheet. The name box
shows the reference of the active or current cell or selected range. In other words it is a cell address box.

Managing Worksheets
To insert a new worksheet
 Click on home menu

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  Click on insert
 Select insert sheet
Or
 Click the icon behind the last sheet.

To delete a worksheet
 Right click on the sheet you want to delete
 Click delete

To rename a worksheet
 Right click on the sheet you want to rename
 Click Rename
 Type the new name
 Strike Enter Key

To hide a worksheet
 Right click on the sheet you want to hide
 Click hide

To unhide a worksheet
 Right click on any sheet
 Click unhide sheet
 Click ok

To insert columns or rows

 Select the number of columns or rows you want to insert
 Right click on the selected cells
 Click insert
 Select either entire columns or entire rows
 Click ok

To delete column or row

 Right click on the column or row you want to delete
 Click delete
 Select entire columns or entire row
 Click ok

To move with the keyboard

To Move Use
Up, down, left, or right Arrow Keys
Up or down one window Page up or page down
To the beginning of a row Home key

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To the beginning of a worksheet Ctrl + Home
To the last cell Ctrl+ End

Range

A range is a group of cells that form a rectangle. A range of cells are selected to issue one command that will
affect all cells in the range. Every range has an address or reference. The address/reference of a range is given
by the cells reference of the first cell(top, left corner and the last cell (bottom, right) separated by a colon. For
exampleA6:C8 is selected

Range A6:CB

Entering Text

Text can be described as letters and numbers, always aligned to the left of a cell in Microsoft Excel. To enter
text select a cell and type in the text, then strike enter key.

Alignment Wrap Text

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Numbers and text in general can be aligned to the left center or right. In a new worksheet, all cells originally
have the general format, which aligns numbers to the right and other characters to the left of a cell. You can
also divide two or more words across a cell. The number of wrapped lines is dependent on the width of the column and
the length of the cell contents.

Shrink to fit Reduces the apparent size of font characters so that all data in a selected cell fits within the column. The

character size is adjusted automatically if you change the column width. The applied font size is not changed.

To align data in a cell

 Select the Cell or Cells required

 Right click on the selected cells
 Click Format Cells
 Select alignment tab
 Determine the position of the data
 Check the Box against Wrap Text
 Click Ok
Or
 Select the Cell or Cells required
 Click Home Menu
 Click format
 Select format cells
 Select alignment tab
 Determine the position of the data
 Check the Box against Wrap Text
 Click Ok

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 Wrap Text Box

Formatting Characters in Cells

Cells can be selected for formatting to be applied on them. Individual characters within a cell can also be
formatted.

To change the font

 Select the cell or characters required

 Click the arrow next to the font name box
 Select a font style required

To change font size

 Select the cell or characters required

 In the font size box type a font size or click the arrow next to the box and select one from the list.

To change the font style to bold, Italicize or underline

 Select the cell or characters required

 Click the bold, Italic or underline button on the Home menu toolbar. Or select the affected cells, click
on format on the menu bar, choose cells then click on the font tab and make the desired formatting.

Underline cell contents

 Select the cell or characters to be underlined

 Click the underline button on the Home Menu

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 To Merge and Centre

 Select the cells range required

 Click Home menu
 Click merge and centre icon

Formatting cells with borders and patterns

You can put borders around cells and then format the cells with patterns, colours and shading.
Adding borders
 Select the cells range required
 Right click on the selected cells
 Click format cells
 Select border tab
 Select the line style required
 Click Outline (optional)
 Click Inside (optional)
 Click ok

Formatting numbers
To assign a particular format to a cell
 Select the cells containing the numbers
 Right click on the selected cells
 Click on the number tab
 In the category box, choose the kind of number format most appropriate for the selected cell(s)
 Click ok

To apply currency symbol

 Select the cells numbers required

 Right click on the selected cells
 Click format cells
 Select number tab
 Under category select currency
 On the right click the drop down arrow under symbol and selects
The symbol required, if the symbol required is not found:
 Select custom under category
 On the right select zero (o)
 Place the cursor at the back of the zero inside type box and put the currency symbol in quotation e.g.
“Le”0
 Click ok

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 Functions in Microsoft Excel 2010
Are as follows:
Add-in and Automation functions
Cube functions
Database functions
Date and time functions
Engineering functions
Financial functions
Information functions
Logical functions
Lookup and reference functions
Math and trigonometry functions
Statistical functions
Text functions
However we will like to look at some of them and their description

Date and time functions

Function Description
DATE Returns the serial number of a particular date
DATEVALUE Converts a date in the form of text to a serial number
DAY Converts a serial number to a day of the month
DAYS360 Calculates the number of days between two dates based on a 360-day year
EDATE Returns the serial number of the date that is the indicated number of months before or
after the start date
EOMONTH Returns the serial number of the last day of the month before or after a specified number
of months
HOUR Converts a serial number to an hour
MINUTE Converts a serial number to a minute
MONTH Converts a serial number to a month
NETWORKDAYS Returns the number of whole workdays between two dates
NOW Returns the serial number of the current date and time
SECOND Converts a serial number to a second
TIME Returns the serial number of a particular time
TIMEVALUE Converts a time in the form of text to a serial number
TODAY Returns the serial number of today's date
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 WEEKDAY Converts a serial number to a day of the week
WEEKNUM Converts a serial number to a number representing where the week falls numerically with a
year
WORKDAY Returns the serial number of the date before or after a specified number of workdays
YEAR Converts a serial number to a year
YEARFRAC Returns the year fraction representing the number of whole days between start date and
end date

Logical functions
Function Description
AND Returns TRUE if all of its arguments are TRUE
FALSE Returns the logical value FALSE
IF Specifies a logical test to perform
NOT Reverses the logic of its argument
OR Returns TRUE if any argument is TRUE
TRUE Returns the logical value TRUE
Statistical functions
Function Description
AVEDEV Returns the average of the absolute deviations of data points from their mean
AVERAGE Returns the average of its arguments
AVERAGEA Returns the average of its arguments, including numbers, text, and logical values
AVERAGEIF Returns the average (arithmetic mean) of all the cells in a range that meet a given
criteria
AVERAGEIFS Returns the average (arithmetic mean) of all cells that meet multiple criteria.
BETADIST Returns the beta cumulative distribution function
BETAINV Returns the inverse of the cumulative distribution function for a specified beta
distribution
BINOMDIST Returns the individual term binomial distribution probability
CHIDIST Returns the one-tailed probability of the chi-squared distribution
CHIINV Returns the inverse of the one-tailed probability of the chi-squared distribution
CHITEST Returns the test for independence
CONFIDENCE Returns the confidence interval for a population mean
CORREL Returns the correlation coefficient between two data sets

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 COUNT Counts how many numbers are in the list of arguments
COUNTA Counts how many values are in the list of arguments
COUNTBLAN Counts the number of blank cells within a range
K
COUNTIF Counts the number of nonblank cells within a range that meet the given criteria
COVAR Returns covariance, the average of the products of paired deviations
CRITBINOM Returns the smallest value for which the cumulative binomial distribution is less
than or equal to a criterion value
Now let look at the key functions:
IF Function: Is a built-in-function that has three arguments namely:
 Logical_ test
 Value_ if_ true
 Value_ if_ false
Logical test is any value or condition that can be express to either true or false.
Value if true the value returned if the condition or expression istrue.
Value if false is the value returned if the condition or expression is false.

Arguments
Boxes

Sum If Function: Is another built-in-function that has three arguments namely:

 Rang
 Criteria
 Sum _range
Range is the range of cells you want to evaluate.
Criteria are the condition or expression you want to work for.
Sum range add a cells specified by a given condition.
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Count IF: It has two arguments:
 Range
 Criteria
Range is the range of cells from which you want to count nonblank cells
Criteria count the number of cells within a range that meet the given condition.

Sorting Data

Sorting data is an integral part of data analysis. You might want to put a list of names in alphabetical order
or compile a list of product inventory levels from highest to lowest. Sorting data enables you to quickly
visualize and understand your data better, organize and find the data that you want, and ultimately make
more effective decisions.

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To Sort Data
 Click on the data field you want to sort
 Click on data menu
 On the sort & filter area, select the sort style required example:
To sort in ascending alphabetical order, click A----Z
To sort in descending alphabetical order, click Z----A

Subtotal
Microsoft Excel can automatically summarize data by calculating subtotals and grand totals values in a list. To
use automatic subtotals, your list must be containing labeled columns and the list must be sorted on the
columns for which you want subtotals.

FIRST LAST HOUR TOTAL NET

NAME NAME SEX WORKED GRADE RATE WAGE TAX WAGE
Lasana Magona M 200 A 800 160000 32000 128000
Yema Koroma F 170 A 800 136000 27200 108800
Edulie Moussa M 145 A 800 116000 23200 92800
Kutubu Kosia M 290 A 800 232000 46400 185600
A Total 644000 128800 515200
Margret Vincent F 180 B 600 108000 16200 91800
Memunat
u Sherrif F 160 B 600 96000 14400 81600
Melvina Thomas F 85 B 600 51000 7650 43350
B Total 255000 38250 216750
Jeneba Caulker F 140 C 400 56000 5600 50400
Mathew Sandy M 130 C 400 52000 5200 46800
Mariama Kalokah F 155 C 400 62000 6200 55800
Alpha Bayoh M 90 C 400 36000 3600 32400
C Total 206000 20600 185400

Subtotals

To do so above:
 Select the entire data
 Click on data menu
 Click on Subtotal button
 On the mini window that appear click the drop down arrow under at each change in and select the
column field required
 Under subtotal check the box against each column field required
 Click ok

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 Subtotal Window

Charts

A chart is a graphic representation of worksheet data. Charts can make data more attractive, easy to read and
evaluate. When a chart is created, it is base on a worksheet selection. Microsoft Excel uses the values from the
worksheet and present them as data points, which could be represented by bars, lines columns, slices and
many other shapes.

Types of Charts:

1. Column Charts
Data that is arranged in columns or rows on a worksheet can be plotted in a column chart. Column charts are
useful for showing data changes over a period of time or for illustrating comparisons among items. In column
charts, categories are typically organized along the horizontal axis and values along the vertical axis.

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2. Pie Charts
Data that is arranged in one column or row only on a worksheet can be plotted in a pie chart. Pie charts show
the size of items in one data series, proportional to the sum of the items. The data points in a pie chart are
displayed as a percentage of the whole pie.

3. Line Charts
Data that is arranged in columns or rows on a worksheet can be plotted in a line chart. Line charts can display
continuous data over time, set against a common scale, and are therefore ideal for showing trends in data at
equal intervals. In a line chart, category data is distributed evenly along the horizontal axis, and all value data
is distributed evenly along the vertical axis.

4. Bar Charts
Data that is arranged in columns or rows on a worksheet can be plotted in a bar chart. Bar charts illustrate
comparisons among individual items.

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etc.

To create a Chart

 Select the data cells required for the chart

 Click on insert menu
 On the chart area select the type chart required
 Select the sub type chart required

To Move a Chart

 Select the chart you want to move

 Click Design menu
 On the top right corner click on move Chart
 Check the circle against New Sheet
 Click OK

To apply Label and Percentage on chart

 Click on layout menu

 Click on layout menu
 Click on data label
 Select more data label options
 Check the boxes against values and percentage

Filter data in a range or table

Using AutoFilter to filter data is a quick and easy way to find and work with a subset of data in a range of cells
or table. Once you have filtered data in a range of cells or table, you can either reapply a filter to get up-to-
date results, or clear a filter to redisplay all of the data.
Filtered data display only the rows that meet the criteria that you specify and hides row that you do not want
to display.

To do so
 Select the column field from which you want to filter
 Click on Data menu
 Click on filter button
 Click on the drop down arrow
under the required column
 Point on Number Filters and
follow the arrow
 Click on Custom filter, the
window below will pop up

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  Use basic excel technique to filter the records base on the question given to you
 After then click ok.

Pivot Table in Microsoft Excel 2010

Excel’s Pivot Table features are an incredibly powerful tool that makes easy to tabulate and summarize data in
your spreadsheets particularly if your data changes a lot. If you are find yourself writing a lot of formulas to
summarize data in excel (using functions such as SUMIF and COUNTIF) then Pivot Tables can save you a lot of
time and work and give you insights into your data that are otherwise too hard to discover. Not only that, but
they also allow you to quickly change how your data is summarized with almost no effort at all.

To create a Pivot Table

 Click Inset menu
 Click on PivotTable button
 Select Pivot Table

Red Arrow

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  Click the red arrow against Table/Range
 Select the cells data required for your cell
 Click on the same red arrow
 Select a new worksheet
 Click ok
 Rename the Pivot Sheet
 Use basic excel technique to determine which field is a Row label or a Column Label
 After all save and Close

To Create a Pivot Chart

 Click insert menu

 Click Pivot Table Button
 Select Pivot Chart

Red Arrow

 Click the red arrow against Table/Range

 Select cells data or Sheet required for the chart
 Click the red arrow again
 Select a New Sheet
 Click ok
 Choose fields to add for the chart
 After then close the Pivot Chart fields’ window.

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